Procurement and Accounts Payable

Transcription

1 Accounts Payable

2 Agenda Procurement Accounts Payable Invoices Receivers 3 Way Match (PO, Invoice & Receiver) Travel Cheque Requisitions Services Rendered/Honorarium Journal Entries/Feeds

3 Procurement and Accounts Payable Accounts Payable works in conjunction with Procurement office to insure the policy is being followed when paying invoices for goods and service. Small dollar invoices under $3000 preferred method of payment is by Pcard as of September 1 st Invoices over $3000 require a purchase order in accordance with the University s Purchasing Policy.

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7 Purchasing Department 1360 Barrington Street, Room B225 Phone: Fax: Date Issued: Date delivery is Required: Suggested Supplier and Complete Address (if known) PURCHASE REQUISITION INTERNAL USE ONLY THIS IS NOT A PURCHASE ORDER Department: Dalhousie Account No.: Requisitioned by: Authorized Signature: Vendor Code Ship to: Ship to Code PURCHASE ORDER No. (To be assigned by Purchasing) Phone: Fax: Contact: Contact: Phone: Other Suggested Suppliers 1. OPTIONAL 2. OPTIONAL INSTRUCTIONS 1. For interdepartmental use, forward white copy to supplying dept. 2. For external use, forward white copy to Purchasing. 3. Retain Part 2 for your records. 4. If you fax this requisition, please DO NOT FORWARD ORIGINAL. # Quantity Unit Description, Make, Model, Catalog No. (attach list if necessary) Unit Price Total 1

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9 Invoices The Province cut off for August was September 6 th Invoices Dated September 1 st or later will be billed to Dalhousie University New AC accounts will be established by Dalhousie to charge funds to Invoices with a Dalhousie Purchase Order Mailed to Financial Services for processing or ed to [email protected] Bill to Address - Dalhousie University, Financial Services, PO BOX 15000, Halifax, NS, B3H 4R2 Ship to Address Department address. Invoices without a PO will need to be mailed to the shipping address for department approval (EX: NSAC invoices prior to Sept 1 st ) Tax will be entered but will receive a rebate and additional credit For transition period.

10 Invoices Invoices dated prior to September 1 st received after September 6 th cut off will be processed by Dalhousie Invoices will be billed to NSAC Paid out of new AC accounts established. Invoices to be mailed to department for approval, department indicate account and expense code and old PO number and authorize. Once approved, send invoices to Financial Services, DAC located in Cumming Hall Invoice to be confirmed in SAP not previously paid. No new PO will be created Reference will be made to the previous PO in Banner by AP Processor for controls and queries. Tax will be entered but will receive a rebate and a tax credit back for remaining tax for the transition period.

11 Over $3000 What happens when a invoice over $3000 arrives in AP with no purchase order? Reviewed by the Controller and Manager of AP to confirm a PO is required. In most cases a invoice should be paid with a purchase order but there will be some instances when there will not be a PO Some exceptions such as invoices from NSAC prior to September 1 st, memberships, licenses, insurance, advertising etc, catering and utility invoices may not have a PO. For controls, these are coded in accordance with the type of invoice if PO was required AP to contact department.

12 Non PO related invoices require the FUND/ORGN and expense account. - Link to Revenue and Expenditure Account Codes (chart of accounts) can be found at Processor s do not have the authority to add the expense account. Multiple accounts break out the net, tax and gross amount for each account and authorize(sign) the invoice with appropriate approval signature. EX: HST HST When a invoice amount needs to be altered, get a credit from the vendor, unfortunately AP can not accept manually altered invoices.

13 Tax Transition Period Tax will be entered, the account receives a rebate then will also receive a credit back for remaining tax balance. Funds set aside to cover HST with the Merger, a report will be ran on a monthly or weekly basis to determine amount paid in HST and this will be credited back to the account. This applies to any type of transaction that HST is being charged.

14 HST/GST Full amount of invoice will show on your ledgers with a credit line for the HST rebate. EXAMPLE: Invoice 123a $ $15 HST = $ Total Invoice 123a $ Invoice 123a $ Credit for tax rebate Of the $15.00 tax in this example only 4.95 is charged For the Merger Transition period this amount of 4.95 will also be credit back.

15 HST/GST Tax Rate rules are around the place of supply. For tax questions contact David Cormier, Manager of or Canadian invoices need to be revised, if PO invoice should be established at the time of order to avoid having the invoice sent for modification. Livingston, being the importer of goods Livingston will charge the GST and FS will self assess the HST portion on the goods. This tax will be debited to the account when the Livingston transaction goes through. Items that do not cross the border like computer software must be self assessed by FS.

16 TO: FROM: DATE: RE: Accounts Payable Attached Invoice We regret to advise you that we are unable to pay the attached invoice. This invoice is not acceptable because it does not contain all of the necessary information of an official invoice. An official invoice must include the following: 1. Printed company letterhead with full company name and address. Payee must match the company letterhead. 2. Date. 3. Invoice number. 4. A detailed description of services rendered. 5. The HST registration number and amount; or if the company collects under $30,000 per year, the company must state on the invoice that they are a small supplier which earns less than $30,000 per year in accordance with Bill C62, Section 148 and have no requirements to collect HST. 6. Invoice is to be billed to Dalhousie University. 7. Proper signing authority and complete account number from department consisting of fund/orgn and expense code or a PO number issued by Purchasing. 8. Business performing business in Nova Scotia are registered and in good standing with Registry of Joint Stocks, or if the business is outside Nova Scotia it is registered with Corporation Canada, RJS or other Provincial agencies. Please reissue an official invoice with all the required information, and we will process it for payment immediately. If you have any questions, please do not hesitate to contact Accounts Payable, Financial Services, for any more information you may require. Thank you. Accounts Payable

17 Registry of Joint Stocks Registration with RJS, Corporation Canada or other Provincial Registers, HST/GST Validation, Website If a company conducting business in Nova Scotia is not active with Registry of Joint Stocks Dalhousie will not issue a payment to that company name, the company will need to re-instate their status to Active or register with RJS. Sole proprietor conducting businesses under their name are not required to be registered with RJS.

18 Receiver To release payment of a PO related invoice the receiving copy of the PO (Receiver) needs to be completed once you have verified all the goods have been received and in good order. The Receiver needs to be approved and dated. If all the goods are not received at once only check off the items received. When the next shipment comes in, send another copy of the Receiving copy to FS indicating the goods that are now received. Make note of any discrepancies. Invoices for PO are directly mailed to Financial Services and do not need to have the FUND/ORGN and expense acct on them. Procurement can assist if you have any issues with the goods.

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20 PO 3 Way Match Invoices/Receivers are entered against the Purchase Order by line item. If lines do not match invoice AP Processor contacts Procurement for a PO modification (Example: freight, dollar, quantity, currency, and tax). Monday morning FABMATC (3 Way match PO/invoice/receiving copy) These are then forwarded to the weekly cheque run process. As a follow up to open PO s, AP will run a RCV and FABMATC report to identify PO s missing either the invoice or receiver and will contact the dept/vendor

21 Pcard under $3000 Preferred Method Of Payment Over $3000 -Direct Deposit for CDN vendors( Not available for US) - Contact [email protected] for a direct deposit form or website at - Completed direct deposit form with a copy of a voided cheque and fax or [email protected] - Replaces cheque pick up - Reduces cheques and postage - Vendor receives a direct deposit advise form when the funds when the file is sent to the bank Bank Draft or wires for international payments Direct Deposit/Cheque Runs weekly

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24 Travel The Province will cut off for August on September 6 th Travel claims and cheque requisitions received after September 6 th will be processed by Dalhousie Travel claims/ Cheque Requisitions prior to September 1 st or overlap Current province policies. Current per diem rates, Kilometer allowances, incidentals and private accommodation rates covered under the NSGEU Faculty (EDC) (Local 3) collective agreement for Faculty and Staff will remain same while the current Collective Agreement is in place. Tax entered for employees receive rebate and credit Paid from new AC account established Reviewed at Financial Services, DAC, Cumming Hall (In short term while Student registration is high DAC will forward these to Halifax.

25 Travel Travel claims and cheque requisitions for travel after September 1 st Dalhousie Travel policy. Current per diem rates, Kilometer allowances, incidentals and private accommodation rates covered under the NSGEU Faculty (EDC) (Local 3) collective agreement for Faculty and Staff will remain same while the current Collective Agreement is in place. Tax entered for employees receive rebate and credit for transition period Paid from new AC accounts established Reviewed at Financial Services, DAC, Cumming Hall (In short term while Student registration is high DAC will forward these to Halifax.

26 Travel Policy Travel Policy Please insure anyone traveling September 1 st or later takes time to review the policy. Faculty/Departments are responsible to insure anyone traveling is aware of the travel policy and per diem rates prior to booking travel expenses. No preapproval for travel is required from Finance but travelers still require appropriate approvals before traveling. Each person is responsible for booking and reporting their own travel Please insure you have itemized receipt, proof of payment, and itinerary.

27 Travel Policy Airfare Airfare Economy class, most economical Boarding passes only required if no other receipts Option to direct bill (airfare only) non employees but generally they would book and seek reimbursement. Employees can not direct bill airfare. Business/Executive is not a allowable expense for Tri- Council grants (NSERC, CIHR, SSHR, CRC & CERC accts For non Tri-Council Business/Executive class is allowable if the travel is for 9 hours or more of continuous travel on one flight when circumstances warrant it.

28 Travel - Advances Advances for receipted items only (Airfare) Request on a cheque requisition form with SIN, home address, appropriate signatures, itinerary and proof of payment Cleared within 30 day of return date with Itinerary and proof of payment. Upon return of trip complete the Travel Claim including the airfare and deducting the advance If trip is cancelled money is owed to the University.

29 Travel BMO Corporate Travel Card for employees - Employee responsible to pay - Avoid charging business travel to personal credit card - Keeps expenses separate from personal Payments for Travel - 10 Day turn around policy - Employee Direct Deposit information integrated with HR - Non employees paid by cheque

30 Per Diems Current per diem rates, Kilometer allowances, incidentals and private accommodation rates covered under the NSGEU Faculty (EDC) (Local 3) collective agreement for Faculty and Staff will remain same while the current Collective Agreement is in place. CRA s guidelines indicate allowable kilometers for travel when going between the campus be for travel between the two work locations only. Identify if the location is further away including address so Travel Clerk will be able to identify you office is further away. Travel Clerks will if any questions to confirm.

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32 Per Diems Travel Dalhousie Rates Dalhousie University per diem rates apply for all payments for any money administered by the University. With exception of NSGEU Faculty (EDC) (Local 3) collective agreement for Faculty and Staff will remain same while the current Collective Agreement is in place. International Travel Treasury board rates CDN travel Per diems (Breakfast $9, Lunch $14, Dinner $24) Private accommodation $40 Privately owned vehicle.43 per KM KM rate for travel to Halifax or return limited to distance from one work location to the other based on CRA s guidelines.

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34 Travel Claim Form Attach itemized receipts, proof of payment, itinerary Show all expenses related to trip including Advance Deduct any advances off total expenses Record each expense with receipted amount, CDN amount, HST(employees) and label Attach small receipts to a sheet of paper and label Signatures Claimant s, Spending Authority and Authorizing signature(one up)

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36 DALHOUSIE UNIVERSITY - Employee Class XM Senior Management DM Dalhousie Faculty Association EM Fac less than 50 percent FM Faculty Non Union GM Unpaid Faculty Staff RD Research Faculty Fulltime Unio RE Research Faculty Non Union AM Administrators AC Courtesy Access SM Confid Clerical Secretarial RA Research Admin Support Staff BM Bursary Scholarship Allowance SS Student Salary RB Research Scholarship CB Can Union of Public Employees TM Temporary Employees RC Research Support Staff NU CM Can Union of Public Employees TT Casual RF Research Support Staff Union CT Can Union of Public Employees VB Contract Employees RM Restricted IB NS Union of Public Employees Visitors RQ Research Fellows IT NS Union of Public Employees RS Research Student Salary KM Staff Other RT Restricted Casual LD Long Term Disability Recipient MM Professionals NM Support Staff OM Post Retirement PM Pensioners QM Fellows

37 Cheque Requisitions Advances, Honorariums, General reimbursement, Services requiring T4A Not to pay invoices Claimant's signature required for all reimbursement and authorizing signature. For Research accounts spending authority also required Not generally to be used for reimbursement of the purchase of goods in accordance with the Procurement policy. Letter sent over $3000, AP may not process. Group cheque list 1 cheque requisition with Excel sheet (Payee name, address, amount, SIN if required)

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39 Services Rendered CRA has guidelines for when an employee or independent contractor relationship exists. This is based on several factors, including control, chance of profit/risk of loss, Integration and ownership. Link to the

40 Services Rendered Assessment Questionnaire We developed a Services Rendered Assessment Questionnaire to make a determination of the relationship based on CRA s guidelines. The questionnaire can be found on Financial Services website Vendor completes and signs section 2, Department signs section 3 Form can be ed to [email protected] or faxed to

41 When Questionnaire is Required - When is the Services Rendered Assessment Questionnaire required? Individual, sole proprietor, existing employee relationship with University, Limited or Corporation where we cannot confirm company with Registration Joint stock and/or Corporations Canada or the president/director is an employee of the University.

42 Sample : Types of Service Questionnaire Not Required Advertising Cleaning - IWK Dalhousie Student Union (DSU) Document Shredders Florists Hospitals Law Firms Linen Supply Maintance/repairs Media - Radio,digital, Moving Companies Pest Control Recruitment Agencies Taxi service Universities Utility Service

43 Services Rendered Process CRA s guidelines (Control, Ownership, Chance of Profit/Risk of Loss and Integration) Questionnaire results Teaching related duties considered employees. Existing employee relationship pay as employee One time Payroll payment paid as an employee Payment has to be made directly to the person/company performing the service, reimbursements can not be paid if someone previously pays the individual for performing the service.

44 Services Rendered Determine the Relationship Questionnaire is scored to determine the relationship. Scoring in the middle is considered the grey area and is ruled on the side of an employee Can request a Ruling from CRA Determine the relationship before the service is performed. Services performed in another country does not require questionnaire as there are no tax implications.

45 Services Rendered For international individuals who perform a service in Canada withholding tax is required to be held back of 15% which is submitted to CRA. AP will deduct from payment and submit to CRA. Vendor can complete a waiver form and submit to CRA prior to the service being performed. CRA will issue a waiver letter indicating no withholding tax, this must be done prior to the service and the letter must be attached to the invoice.

46 Honorariums A token gift where an individual is performing a service but is not charging a fee for the service. It should only represent a small amount of what the service would cost and should not be representative of paying for the service. Does not replace Payroll or the Services Rendered Assessment questionnaire. Honorariums not used to pay someone for a hourly rate or to pay for a service. If the honorarium is for a employee it needs to go through Payroll on an Exception Payment Form.

47 Honorariums Paid on a cheque requisition with SIN number and home address Description of what the honorarium is for Provide supporting documentation. If the honorarium is of a significant amount or if it appears to be more representative of paying for the services AP will have future discussions to determine if it is paying for the service or a token gift. If it is determined to be more representative of paying for the service the cheque requisition will be directed to services rendered.

48 Journal Entries and Feeds(Uploads) Journal Entries can be done to transfer funds within the restrictions of the funds/grants. They must be approved by the administrator responsible for each account listed on the JE. Information on JE s click on Large JE s processed as an feed (upload), contact FS to get set up with instructions and template at [email protected]. Feeds/uploads and JE s monthly cut off (9:00 am third last day of the month)

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51 Cheryl Lord Manager of Accounts Payable